Office 2003Advanced Concepts and

Techniques

M i c r o s o f t

Word Collaboration Feature

Using Word’s Collaboration Tools

2Word Collaboration Feature: Using Word’s Collaboration Tools

Objectives

• Create an outline

• E-mail a document for review

• Insert comments

3Word Collaboration Feature: Using Word’s Collaboration Tools

Objectives

• Track changes

• Review tracked changes

• Send an outline to PowerPoint

4Word Collaboration Feature: Using Word’s Collaboration Tools

Entering Headings in an Outline

• With Word started and a new document window open, click the Outline View button on the horizontal scroll bar

• If your screen does not display the Outlining toolbar, click View on the menu bar, point to Toolbars, and then click Outlining

• Type Exciting Tri-Circle Ranch Rocky Mountain Excursions and then press the ENTER key

• Type Hiking Highlights and then press the ENTER key

• Press the TAB key

5Word Collaboration Feature: Using Word’s Collaboration Tools

Entering Headings in an Outline

• Type Short walks and day hikes and then press the ENTER key

• Type Abandoned mines and then press the ENTER key

• Type Export guides and then press the ENTER key

• Type Overnight backpacking trips and then press the ENTER key

• Press SHIFT+TAB

6Word Collaboration Feature: Using Word’s Collaboration Tools

Entering Headings in an Outline

7Word Collaboration Feature: Using Word’s Collaboration Tools

Entering Headings in an Outline

• Enter the remaining headings in the outline, as shown on the following slide. Use the TAB key or Promote button to promote a list item, and the SHIFT+TAB key combination or Demote button to demote a list item

8Word Collaboration Feature: Using Word’s Collaboration Tools

Entering Headings in an Outline

9Word Collaboration Feature: Using Word’s Collaboration Tools

Saving a File

• Save the document to your floppy disk with the file name, Rocky Mountain Outline

10Word Collaboration Feature: Using Word’s Collaboration Tools

E-Mailing a Document for Review

• Click File on the menu bar and then point to Send To

• Click Mail Recipient (for Review)• When Word opens the Please review

‘Rocky Mountain Outline’ window, type the recipient’s e-mail address in the To text box

• Click the Send button on the E-mail toolbar

11Word Collaboration Feature: Using Word’s Collaboration Tools

E-Mailing a Document for Review

12Word Collaboration Feature: Using Word’s Collaboration Tools

Inserting a Comment in the Reviewing Pane• If the Reviewing toolbar is not displayed in the

Word window, click View on the menu bar, point to Toolbars, and then click Reviewing

• Select the text on which you wish to comment• Click the Insert Comment button on the

Reviewing toolbar• Type In PowerPoint, use a mountain background for the slide show.

13Word Collaboration Feature: Using Word’s Collaboration Tools

Inserting a Comment in the Reviewing Pane

14Word Collaboration Feature: Using Word’s Collaboration Tools

Editing a Comment in a Comment Balloon• Click the Reviewing Pane button on the Reviewing

toolbar to remove the Reviewing Pane from the screen• Click the Print Layout View button on the horizontal scroll

bar• If necessary, click the Zoon box to select its percentage.

Type 85 and then press the ENTER key• If necessary, scroll to display the comment balloon in the

document window• In the comment balloon, delete the word, In, at the

beginning of the sentence. Type When you send this document to

15Word Collaboration Feature: Using Word’s Collaboration Tools

Editing a Comment in a Comment Balloon

16Word Collaboration Feature: Using Word’s Collaboration Tools

Inserting a Comment in a Comment Balloon• If necessary, scroll down to display the

text, Bring the following:, in the document window

• Select the text, Bring the following

• Click the Insert Comment button on the Reviewing toolbar

• In the comment balloon, type Excellent suggestions!

17Word Collaboration Feature: Using Word’s Collaboration Tools

Inserting a Comment in a Comment Balloon

18Word Collaboration Feature: Using Word’s Collaboration Tools

Tracking Changes

• Press CTRL+HOME to position the insertion point at the beginning of the document

• Double-click the TRK status indicator on the status bar

• Position the insertion point immediately to the left of the word, mines, in the fourth paragraph

• Type silver and then press the SPACEBAR• Scroll down and select the word, Paddling, in the

third major heading of the outline by double-clicking it

19Word Collaboration Feature: Using Word’s Collaboration Tools

Tracking Changes

• Type Rafting as the replacement text• If necessary, click the right scroll arrow to

display the markup balloon• If necessary, scroll down to display the next line

on the screen• In the next line, select the first occurrence of the

word, River, and then press the DELETE key• Press the END key and then type s at the end of

the line

20Word Collaboration Feature: Using Word’s Collaboration Tools

Tracking Changes

21Word Collaboration Feature: Using Word’s Collaboration Tools

Stop Tracking Changes

• Double-click the TRK status indicator on the status bar

22Word Collaboration Feature: Using Word’s Collaboration Tools

Review Tracked Changes and Viewing Comments• Press CTRL+HOME to position the insertion

point at the beginning of the document• Click the Next button on the Reviewing toolbar• If necessary, click the right scroll arrow on the

horizontal scroll bar so that the comment balloon is visible

• Read through the comment and then click the Reject Change/Delete Comment button on the Reviewing toolbar

• Click the Next button on the Reviewing toolbar again

23Word Collaboration Feature: Using Word’s Collaboration Tools

Review Tracked Changes and Viewing Comments• Click the Accept Change button on the

Reviewing toolbar to accept the insertion of the word, silver

• Click the Next button on the Reviewing toolbar• When Word selects the deletion of the word,

Paddling, click the Reject Change/Delete Comment button on the Reviewing toolbar

• Click the Next button on the Reviewing toolbar• When Word selects the insertion of the word,

Rafting, click the Reject Change/Delete Comment button on the Reviewing toolbar

24Word Collaboration Feature: Using Word’s Collaboration Tools

Review Tracked Changes and Viewing Comments• Click the Next button on the Reviewing

toolbar

• Click the Accept Change button to accept the deletion of the word, River

• Click the Next button on the Reviewing toolbar

• Click the Accept Change button to accept the insertion of the letter, s

25Word Collaboration Feature: Using Word’s Collaboration Tools

Review Tracked Changes and Viewing Comments• Click the Next button

on the Reviewing toolbar

• Read through the selected comment and then click the Reject Change/Delete Comment button on the Reviewing toolbar to delete the comment

26Word Collaboration Feature: Using Word’s Collaboration Tools

Saving and Printing the Outline

• Save the modified file with the file name, Rocky Mountain Outline Final, to your floppy disk

• Click the Outline View button on the horizontal scroll bar to switch to outline view

• Click the Print button on the Standard toolbar

27Word Collaboration Feature: Using Word’s Collaboration Tools

Comparing and Merging Documents• Be sure the Rocky Mountain Final document is

displayed on the screen and the disk that contains the original outline is in drive A

• Click Tools on the menu bar• Click Compare and Merge Documents on the

Tools menu• When Word displays the Compare and Merge

Documents dialog box, click the Look in box arrow, and then click 3½ Floppy (A:). Click Rocky Mountain Outline in the list

28Word Collaboration Feature: Using Word’s Collaboration Tools

Comparing and Merging Documents• Click the Merge button arrow

• Click Merge into new document

• If necessary, click the Outline View button on the horizontal scroll bar

29Word Collaboration Feature: Using Word’s Collaboration Tools

Comparing and Merging Documents

30Word Collaboration Feature: Using Word’s Collaboration Tools

Closing a Document

• Click File on the menu bar and then click Close

• When Word displays a dialog box asking if you want to save changes, click the No button

31Word Collaboration Feature: Using Word’s Collaboration Tools

Hiding the Reviewing Toolbar

• Right-click the Reviewing toolbar

• Click Reviewing on the shortcut menu

32Word Collaboration Feature: Using Word’s Collaboration Tools

Sending an Outline to PowerPoint

• Click File on the menu bar and then point to Send To

• Click Microsoft Office PowerPoint on the Send To submenu

33Word Collaboration Feature: Using Word’s Collaboration Tools

Modifying a PowerPoint Slide Show• Right-click the first slide in the Slides tab and

then click Slide Layout on the shortcut menu• When PowerPoint displays the Slide Layout task

pane, click the top-left text layout to apply the Title Slide layout to the first slide

• Click the Slide Design button on the Formatting toolbar

• When PowerPoint displays the Slide Design task pane, scroll through the list of designs until Mountain Top is displayed. Click Mountain Top

34Word Collaboration Feature: Using Word’s Collaboration Tools

Saving the Slide Show

• Save the slide show to your floppy disk with the file name, Rocky Mountain Slide Show

35Word Collaboration Feature: Using Word’s Collaboration Tools

Quitting PowerPoint and Word

• In PowerPoint, click File on the menu bar and then click Exit

• In Word, click File on the menu bar and then click Exit. If Word displays a dialog box about saving changes, click the No button

36Word Collaboration Feature: Using Word’s Collaboration Tools

Summary

• Create an outline

• E-mail a document for review

• Insert comments

37Word Collaboration Feature: Using Word’s Collaboration Tools

Summary

• Track changes

• Review tracked changes

• Send an outline to PowerPoint

Office 2003Advanced Concepts and

Techniques

M i c r o s o f t

Word Collaboration Feature Complete